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Vol XIV Chapter 8 Relocation Packages

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Vol XIV Chapter 8 Relocation Packages Department of Veterans Affairs January 2018 Relocation Packages Volume XIV – Chapter 8 Chapter 8 0801 Overview .............................................................................................................. 3 0802 Revisions ............................................................................................................. 3 0803 Definitions ............................................................................................................ 8 0804 Roles and Responsibilities ............................................................................... 10 0805 Policies ............................................................................................................... 14 080501 Eligibility and General Rules .................................................................... 14 080503 Residence Transaction Allowances ......................................................... 28 080504 Miscellaneous Expense Allowances ........................................................ 33 080505 Transportation and Storage of Property .................................................. 34 080506 Outside of Continental United States Relocations ................................. 39 080507 Senior Executive Service Separation Relocation Allowance ................. 41 080508 Temporary Change of Station Allowances .............................................. 43 080509 Withholding Tax Allowance and Relocation Income Tax Allowance .... 45 0806 Authority and References ................................................................................. 47 0807 Rescissions ....................................................................................................... 48 0808 Questions ........................................................................................................... 48 Appendix A: Permanent Change of Station Travel Portal ...................................... 50 Appendix B: Relocation General Entitlements and Discretionary Allowances .... 53 Appendix C: Relocation Services Contract ............................................................. 54 Appendix D: Delegation of Authority ........................................................................ 59 Appendix E: Advance of Funds ................................................................................ 64 Appendix F: Privately Owned Vehicle Mileage Rates ............................................. 66 1 Department of Veterans Affairs January 2018 Relocation Packages Volume XIV – Chapter 8 Appendix G: Temporary Quarters Subsistence Allowances .................................. 67 Appendix H: Home Marketing Incentive Program ................................................... 69 Appendix I: Miscellaneous Expense Allowance Guidelines ................................... 72 Appendix J: Items Allowed, and Not Allowed To Be Shipped With Household Goods ........................................................................................................................... 74 Appendix K: Shipment of Mobile Homes ................................................................. 76 Appendix L: Property Management Services .......................................................... 78 Appendix M: Temporary Change of Station Allowances ........................................ 80 Appendix N: Internal Revenue Service Publications Associated With Relocation81 2 Department of Veterans Affairs January 2018 Relocation Packages Volume XIV – Chapter 8 0801 Overview This chapter establishes the Department of Veterans Affairs (VA) financial policies and procedures relating to the reimbursement of authorized relocation package expenses for both permanent change of station (PCS) and temporary change of station (TCS). The authorization of PCS and TCS relocation allowances, entitlements, and the discretionary Appraised Value Offer Program (AVO), is governed by Human Resources Administration (HRA) policy. HRA interim guidance on the required approval levels and criteria for authorizing PCS and AVO has been established in Human Resource Management Letter No. 05-17-01, dated January 27, 2017. HRA policy can be found in VA Directive 5005, Staffing for Non-SES positions, and VA Directive 5027, Senior Executive Service Handbook for SES, and SES Equivalent Title 38 positions. The Federal Travel Regulation (FTR) is the Federal Government’s regulation that implements statutory requirements and Executive Branch policies for travel by Federal civilian employees and others authorized to travel at Government expense (41 Code of Federal Regulations, FTR Chapters 300, 301, and 302). The FTR is the final governing regulation for all federal employees. Union rights and privileges related to travel expenses, as defined in Union agreements, do not supersede the regulations contained in the FTR. Pursuant to the Inspector General Act of 1978, as amended, Office of Inspector General (OIG) employees shall adhere to travel Directives, policies, procedures, and guidance of the OIG. 0802 Revisions Reason for Effective Section Revision Office Change Date Public Law Removed all references to OFP January Various 114-113 statute Public Law 114-113. (047G) 2018 expired. Removed Appendix A, Chief of Staff Memorandum, “Appraised Value Offer Program” and all Publication of references, replacing with HRA OFP HRA HRML 05- January Various HRML 05-17-01 (with link), as (047G) 17-01, January, 2018 interim guidance on PCS and 27, 2017. AVO approval level and determination requirements. 3 Department of Veterans Affairs January 2018 Relocation Packages Volume XIV – Chapter 8 Reason for Effective Section Revision Office Change Date Clarified residence transaction OFP General Policy January 080501 eligibility in accordance (047G) Update 2018 with FTR §302-11.4 Re-alphabetized all Appendices and links throughout the Publication of chapter with the removal of OFP HRA HRML 05- January Appendices Chief of Staff Memorandum, (047G) 17-01, January, 2018 “Appraised Value Offer 27, 2017. Program”, previously published under Appendix A. Provide clarity Modified FTR and Union OFP that regulations August 0801 agreement statement. (047G) supersedes an 2017 agreement. Replaced per diem entitlement Added link to related to TDY at new position OFP reduce August 080501.04 with link to Vol. XIV Ch. 2, (047G) duplication of 2017 Travel Per Diem for guidance. policy. Reformatted to new policy OFP Reorganized December Various format and completed 5 year (047G) chapter layout. 2016 review Revised this chapter to focus on financial reimbursement processes. Referenced VA Directives 5005 and 5027, and OIG Report Chief of Staff memorandum, 15-02997-526 “Appraised Value Offer 9/28/15; Office Program” for policy on PCS, OFP December 0801 of Internal TCS, and AVO authorization. (047G) Controls (OIC) 2016 PCS Report; Added: FTR supersedes Union General Policy agreement statement; authority Update for OIG employees to follow OIG directives, policy, and guidance. Added: definitions for Appointing Official; Commuted FTR Rate; Relocation Service Amendment OFP December 0803 Company. 2015-02; (047G) 2016 General Policy Updated Immediate Family Update incorporating Domestic Partner 4 Department of Veterans Affairs January 2018 Relocation Packages Volume XIV – Chapter 8 Reason for Effective Section Revision Office Change Date with FTR link for accessing current definitions. Removed: definitions not referenced in the chapter and others deemed not necessary. Added roles and responsibilities for: SECVA, Human Resources Admin. (HRA), Hiring Official, Servicing Human Resource (HR) Office, Financial Service Center (FSC) OIG Report Permanent Change of Station 15-02997-526; (PCS) Travel Division, Office of OFP OIC PCS December 0804 Acquisition, Logistics, and (047G) Report 2016 Construction (OALC). Updated Approving Official and Traveler. Consolidated roles and responsibilities. OFP General Policy December 0805 Reorganized subsections (047G) Update 2016 Added: subsections and reorganized guidance; reference to VA Directive 5005 and 5027 for approval of PCS relocation allowance entitlements ; reference to COSVA Memorandum for FTR 2014-01; approval of AVO; Gaining OIG Report 080501 Station, HR, and FSC approval OFP 15-02997-526; December for relocation, AVO, and Home (047G) OIC PCS 2016 Marketing Incentive (HMI) Report Award; documentation requirements; travel authorization and travel advance guidance; regulation on fraud during a relocation. Clarified time limits, reporting 5 Department of Veterans Affairs January 2018 Relocation Packages Volume XIV – Chapter 8 Reason for Effective Section Revision Office Change Date dates, waiver approvals, and extensions. Improved guidance on Temporary Quarters OIG Report Subsistence Expenses (TQSE) OFP 15-02997-526 December 080502 request, approval, time limit (047G) General Policy 2016 and extensions, and Update reimbursement requirements Added: FSC restrictions on initiating HMI award for SES, and SES Equivalent, Title 38 OIG Report employees unless specifically 15-02997-526 authorized in AVO OFP 9/28/15; December 080503 memorandum; requirements for (047G) OIC PCS 2016 assessing home sale Report; programs. General Policy Update Removed AVO approval guidance. Added miscellaneous expense OFP General Policy December 080504 requirements for flat fees. (047G) Update 2016 Added policy on: household good prepayments; use of ships for international shipping; HHG shipment pre-paid audit OIC PCS requirements; household good OFP December 080505 Report and shipping limitations; (047G) 2016 approving
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